Client Management

Client Management Overview

Client Management is your centralized hub for tracking customer information, vehicles, and service history. Each client profile stores contact details, service addresses, vehicle information, and complete job history—making rebooking fast and ensuring you have all the details you need for every appointment.

What You'll Manage

Client Details - Store names, phone numbers, and email addresses for communication and invoicing

Addresses - Save multiple locations (home, work, etc.) with specific notes like gate codes or parking instructions

Vehicles - Track all client vehicles with detailed specifications that automatically apply correct pricing

Job History - View complete service records for each client at a glance

Self-Service Access - Clients automatically get portal access to manage their own information and book appointments

How Clients Are Added

You can create client profiles manually in the app, or they're automatically created when someone books through your online booking site. Either way, all client information is immediately available to you for managing appointments and service history.

Setting up detailed client profiles saves time on every interaction and creates a seamless booking experience that keeps customers coming back.

Client Management

Keep track of your customers with detailed client profiles that store contact information, addresses, and vehicle details.

Creating a New Client

Quick Steps:

1. Enter Client Information:
   • First Name - Required
   • Last Name - Required
   • Email - Optional, but recommended for invoices and communications
   • Phone - Required for contact and account access
2. Tap SAVE

Managing Client Details

After creating a client, you can view and manage their full profile across four tabs:

Details - View and edit name, phone, and email. Tap EDIT to update.

Addresses - View saved addresses or tap NEW to add more

• Type - Choose HOME or WORK
• Street Address - Required
• Address 2 - Optional (apartment, suite, etc.)
• City - Required
• State - Required
• Postal Code - Required
• Notes - Optional (gate codes, parking instructions, etc.)

Vehicles - View and manage the client's vehicles (covered in Vehicle Management guide)

Jobs - View complete job history for this client

Subscriptions - View active subscription services (covered in Subscription Management guide)

Client Self-Service Portal

When you create a client, they automatically get access to a self-service account on your booking site:

How It Works:

• Clients log in using their phone number (no password needed)
• An OTP (one-time password) is sent via text for verification
• Once logged in, they can:
  • Update their contact details
  • Add and manage addresses
  • Add and manage vehicles
  • View their complete job history
  • Book new appointments with saved information

This reduces back-and-forth communication and makes rebooking fast and easy for your clients.

Perfect! I'll update the vehicle management section to include these additional details and add information about the Jobs tab.

Managing Client Vehicles

Add and track all of your client's vehicles in one place. Each vehicle is stored with detailed information that automatically applies the correct pricing when booking.

Quick Steps:

1. Navigate to Vehicles Tab on the client's profile
2. Tap NEW to add a vehicle
3. Select Category - Choose the vehicle type:
   • Automotive
   • Boat
   • Bus
   • Camper
   • Helicopter
   • Aircraft
   • Jetski
   • Motorcycle
   • RV
   • Semi-Truck
   • Tractor
   • Trailer
   • Other
4. Enter Vehicle Details (fields vary by category): For Automotive:
   • Make - Select from dropdown (auto-populated list)
   • Model - Select from dropdown (filtered based on make)
   • Trim - Auto-filled or select if multiple options available
   • Body Type - Auto-filled or select (Coupe, Sedan, SUV, Convertible, etc.)
   • Color - Optional
   • Year - Optional
   • VIN - Optional
   • License Plate - Optional
   • Notes - Optional (client preferences, damage notes, etc.)
5. For Aircraft/Helicopter:
   • Manufacturer - Text field (required)
   • Model - Text field (required)
   • Type - Optional (aircraft type specification)
   • Engine Type - Optional
   • Length (ft) - Optional
   • Height (ft) - Optional
   • Wingspan (ft) - Aircraft only
   • Main Rotor Diameter (ft) - Helicopter only
   • Number of Blades - Helicopter only
6. For Other Categories (Boat, RV, Motorcycle, etc.):
   • - Text field

Viewing Job History

The Jobs Tab displays all completed and upcoming jobs for this client:

• Date & Time - When the job is scheduled or was completed
• Duration - Total time for the job
• Status Badge - Shows job status:
  • COMPLETED (green) - Job finished
  • BOOKED (blue) - Upcoming scheduled job
• Assigned Teams - Which team member(s) handled the job

Tap any job tile to view complete job details including services performed, pricing, notes, and photos.

Why Vehicle Details Matter

When clients book online or you create a job, the system automatically:

• Applies vehicle-specific pricing if you've set it for that vehicle type
• Displays the correct service options based on the vehicle category
• Shows the vehicle details on the job for easy reference

Clients can also add and manage their own vehicles through their self-service portal, making rebooking even faster.

Wrapping Up

Well-organized client profiles are the foundation of efficient service delivery and great customer relationships. The time you invest in setting up detailed client information pays off with faster booking, accurate pricing, and fewer back-and-forth communications.

Remember: When clients create accounts through your booking site, they can manage their own details, addresses, and vehicles—reducing your administrative work while giving them control over their experience.

Ready to start building your client base? Add your first client and save their vehicle details to see how the system automatically handles pricing and service options!